Don’t Overlook Your Workstation, It Might Be The Reason Why You Are Unproductive

As a personal coach with over 100 employees, one of the most common questions I receive from time to time is “how can I be more productive?” The only way to really get ahead is by increasing your productivity. It’s a pretty straight forward concept. When we get more done, we reach our goal more quickly. We all have the same amount of time in the day, but some people just manage to get more done. Surely, there must be some secrets to this super-human level of efficiency. But what?

Throughout the years, I have passed down different techniques and hacks to boost productivity to my collegaues with reasonable success. But one day it dawned on me. I had been overlooking the most important element of a productive work space; the work space itself.

Don’t just organize, organize with purpose

As I observed the Lifehack office, I noticed that there was one distinctive variable. All of my colleauges had been integrating the same productivity techniques that I had taught them, but still for some reason some had more success than others.

I noticed that there was definitely a direct connection between those who had organized work stations and their level of productivity. I asked each individual what the thought process what behind their desk set-ups. Not at all to my surprise, those who admitted to organizing their workstations with purpose were more productive than those who didn’t.

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Why? Because not only do they take the time to organize, but they organize tactfully to increase productivity. (I am even de-cluttering my desk as I write this!) This makes a whole lot of sense because your environment contributes largely to your success.

Think about it like this: if you were on a diet, you wouldn’t surround yourself with junk-food, right? Well, if you want to think clearly, you shouldn’t surround yourself with distractions.

Create the ideal environment to enhance your productivity

I decided to pick the brains of the more productive individuals in the office. This way I could harness some of their wisdom for helpful tips for organization and increased efficiency. I found that they all had these habits in common:

1. Keep distractions on your unfamiliar side

By your unfamiliar side, I mean your less dominant hand. If you are right handed, keep your phone on the left side of the desk so are less likely to reach for it. Understandably, you want to keep your phone around in case of emergencies. But checking your phone is probably so habitual that it’s become muscle memory at this point. Sometimes you grab your phone without even realizing it. Constantly doing this will break your focus and disrupt your workflow. To avoid this, make it inconvenient to reach.

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2. The larger your trashcan, the better

This may seem slightly trivial, but it’s actually imperative for improving efficiency. The goal here is clarity. So you want to have a nearby receptacle to dump all of your unwanted and unneeded clutter before it takes over your life.

Let’s say that you’ve just finished brainstorming and have utilized all of the ideas you had written down. Now you have no need for that pile of papers holding your old ideas. But your small trash can is full. Instead of walking across the office to dump the papers, you just set them off to the side. It starts out with just one pile of papers, but the it turns into a habit of, “I’ll take care of this later.” And the next thing you know, you’re buried with outdated and unneeded items. Is that a used tissue? Gross!

Now the items you actually need are mixed up with unnecessary items, which will get frustrating after a while. Save yourself the trouble. Clean as you go.

3. Have a designated “deal with later” area

As your work days drag on, you’ll start to realize that you’re not getting as much done as you’d like. As tasks and projects pile up, you find yourself battling distractions and losing your focus, not to mention becoming overwhelmed by your workload.

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Lighten the load a bit. Create a “deal with later” area. This could be a folder or shelf where you store your tasks. By doing this, your brain will register that you have received the project, but then you can file it away so it does not deter you from your current task. Each time you get distracted, it takes twice and long to refocus. Set aside a time to clear out your “deal with later” area, and get to it when you can.

4. Keep only the essentials on your desk

The presence of organizational tools may make you feel like you are being more productive, but remember less is more. You only need one pen to write with, one highlighter to highlight with, one notebook to write on and one stack of post-its until you run out. Anything else is unnecessary, and will just make your work space a mess. Besides, you want to spend your precious time working, not deciding on which pen to use.

Keep these items to your dominant side, on your otherwise clutter-free desk. That way you have all that you need right on hand.

5. Have an organized drawer for the almost- essentials

I know you love that polka dot stapler and matching tape dispenser. But they’re not vital items for your productivity, are they? You want to keep them close, but not out in the open where they might distract you. Instead, keep almost-essential items like these that you use on a daily basis in a well-organized drawer.

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Keeping items like these out of sight gives your brain less of an opportunity to wander, helping to keep you on track. You might not think that a stapler is going to hinder your workflow, but you’d be surprised where your mind will drift to when you’re stuck on a task.

6. Always have water on hand

And lots of it. It is the elixir of life and productivity. I noticed during my observations that the most productive people always have a large container of water on their desk at all times. This is because when they become focused and throw themselves into their work, they often forget to drink water.

Having water on hand saves them less trips of getting up to get it, therefore they have less distractions throughout the day. Not to mention, staying hydrated helps them to think clearly and therefore be more productive. Remember, clarity corresponds with efficiency.

How to Be Productive at Home and Make Every Day a Productive Day

If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

Below you’ll find six easy tips that will help you make the most out of your time:

1. Create a Good Morning Routine

One of the best ways to start your day is to get up early and eat a healthy breakfast.

CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

If you aren’t sure how to make morning routine work for you, this guide will help you:

2. Prioritize

Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

3. Focus on One Thing at a Time

One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

4. Take Breaks

Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

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I like to work in 25 and 5 minute increments, but you should find out what works best for you.

5. Manage Your Time Effectively

A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

How do you know when exactly you have free time?

By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

With this data, you can better plan out your day and keep yourself on track.

Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

A bonus tip, even your real free time can be used productively, find out how:

6. Celebrate and Reflect

No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.